Supporting documents for special circumstances

Fee reversal and/or Withdrawn grade

When you apply for a fee reversal and/or a Withdrawn (WDN) grade, make sure you provide the correct supporting documents as evidence of your special circumstances. These documents are different from those required for a special consideration application.

Requirements

Your supporting documents need to show that your special circumstances:

• were beyond your control
• did not make their full impact on you until on or after the census date, and
• made it impracticable for you to successfully complete the unit requirements.

Check the circumstance below to find out what kinds of documents you’ll need to submit with your application.

If your documents aren't in English, they must be translated by a NAATI-accredited translator.

If you give false information

It's important you give us information that’s true, accurate and complete - without intending to mislead or gain unfair advantage. If you make a false statement or provide a falsified supporting document, we won't approve your application and we'll refer the matter to Student Conduct and Complaints for an investigation into academic misconduct.

Do not, under any circumstances, submit fraudulent documentation

You’re responsible for making sure that the documents you supply to us are genuine, accurate and complete. Penalties for submitting a forged, altered or falsified document can include exclusion from the University, a fine of up to AUD $1,000 and a permanent record in Monash systems.

To find out more about your responsibilities (and what you should do if you don’t have the required supporting documents), see our Documentation integrity page.

General requirements for all evidence

Before submitting your application, make sure your evidence meets these essential requirements.

1. Rights of verification and use of information

By submitting an application for special circumstances, you acknowledge and agree to the following:

• Monash University reserves the right to contact the issuing authority to verify the authenticity of any document or information provided.
• The University will assess all information you provide as part of your application. This includes your formal supporting documents, the details in your application form, and any related correspondence.
• Monash University reserves the right to reject supporting documentation or information that cannot be independently verified.

2. Language and translation requirements

All supporting documentation should be in English, clear and legible.

If your original documents are not in English, you must provide:

• a copy of the document in the original language, and
• a full English translation completed by a NAATI-certified translator in Australia.

3. Document integrity and quality

• Formats: Wherever possible, documents should be provided in PDF format. Ensure that all edges of the document are visible and that no information is cut off.
• Letterheads: Professional letters (from doctors, employers, or lawyers) must be on official company or clinic letterhead and include the signatory's name, contact details, and professional registration number (if applicable).
• Originals: You should retain your original physical documents. While we accept digital uploads, the University may request to see the original hard copy during the assessment process.

4. Right to request more information

Every application is unique. Monash University assesses each claim on its individual merits and reserves the right to request additional information or further evidence as required to make a full and fair determination of your eligibility. If you are asked to provide further documentation, respond within the specified timeframe to avoid delays or the potential rejection of your application.

Medical documentation clarifications

We’ve clarified the requirements for medical documentation from online or overseas medical providers. To make sure your application gets processed as quickly as possible, review the requirements outlined in the medical circumstances and family/personal circumstances sections of this page before you submit your application.

Supporting documents

Medical circumstances

You can apply for special circumstances for medical reasons if you’ve experienced an acute serious illness, injury, or a mental health condition that made it impracticable for you to successfully complete the unit requirements.

You need to provide a letter from a doctor, counsellor or medical professional which outlines the impact of your medical condition on your ability to study. The letter must verify that the impact of your medical condition has changed to such an extent that you are unable to complete your unit requirements successfully. The letter should include:

• the date your condition began and/or changed
• a professional opinion on how the condition made it impracticable for you to complete your study requirements (e.g, you were unable to attend classes, sit a final assessment, or complete an assignment).
• when it became apparent that you couldn’t complete your unit requirements successfully, and
• the duration of the impact on your ability to study.

If your medical letter of support is backdated, it must:

• certify that your medical professional consulted with you during the specific period of reported impact outlined in your application, or
• include an explanation of how your medical professional determined your condition (e.g., through specialist reports or clinical markers) if they did not see you during the actual time you were impacted.

If you’re applying for special circumstances for consecutive teaching periods, your evidence must:

• justify your decision to continue your studies, or enrol in further study, despite your prior circumstances.
• explain what changed or unexpectedly worsened in the current period.
• outline any proactive steps, medical advice or management strategies you followed to mitigate the impact and why these steps were ultimately insufficient.

Acceptable medical documentation

Acceptable documentation must be from an in-person consultation (or video/phone consultation if attending in-person was impractical).

Medical documentation issued without a consultation with a health practitioner won’t be accepted.

Examples of acceptable evidence

Detailed GP statement

A letter from a GP stating: The student’s pre-existing medical condition worsened significantly on 10 April. Symptoms of severe lethargy and an inability to concentrate made study and assessment preparation impracticable until 30 June.

Specialist’s letter for physical Injury

A letter from a physiotherapist or specialist regarding a sudden injury: Following a traumatic accident on 15 May, the student suffered injuries requiring cognitive rest and mobility restrictions. Consequently, they were unable to attend mandatory in-person lab sessions for 6 weeks.

Hospitalisation with supporting impact letter

A hospital discharge summary accompanied by a letter from a treating doctor explaining the recovery needs. For example: The student was admitted for emergency surgery from 2–5 June. Post-operative recovery required heavy medication and bed rest, preventing the student from sitting their final examinations from 6–30 June.

Examples of unacceptable evidence

You may also include a record of hospital admission in addition to your medical letter to support your application.

If you’re registered with Disability Support Services (DSS), you’ll still need to provide supporting documents.

Evidence we cannot accept

• Statutory declarations
• Laboratory test results
• Hospital identification wristbands
• Vaccination cards
• Prescriptions
• Receipts or tax invoices
• Photographs or medical images (for example, X-rays, CT scans or MRIs)

Family/personal circumstances

You can apply for special circumstances under family/personal reasons if unexpected events in your personal or family life have made you unable to successfully complete the unit requirements.

You’ll need to provide evidence that proves your circumstances and shows their impact on your ability to complete the unit requirements.

Death of a family member

This applies to the loss of a close family member or someone with whom you have a significant relationship.

Proof of event

You must provide one of the following to confirm the occurrence:

• A death certificate, or
• A funeral notice or obituary.

Supporting letter (impact statement)

You must also provide a letter from an independent professional (e.g., a GP, counsellor, or social worker) that confirms:

• your relationship to the deceased
• the date of passing
• how the bereavement impacted your ability to study (e.g., severe emotional distress, travel requirements for the funeral, or legal responsibilities for the estate).

Severe illness of a close family member

This applies when a family member’s sudden illness or injury requires your support or causes significant distress.

Proof of the situation

You must provide a medical certificate or specialist letter confirming the family member’s medical condition and the treatment dates.

Supporting letter (impact statement)

This is a letter from an independent professional (such as the family member’s doctor or your own GP/counsellor) that explains:

• your relationship to the person
• your required involvement (e.g., you became the primary carer or were required to provide 24-hour supervision)
• how the situation made study impracticable (e.g.,your caregiving duties coincided with lab assessments or classes, making attendance impossible)
• that the impact occurred or peaked after the census date.

Unforeseen financial difficulties

This covers sudden, extreme changes to your financial stability that were beyond your control, such as the loss of a primary income source.

Proof of the situation

A letter from an appropriate authority (such as a bank, tax agent, or employer) on official letterhead certifying the change in your financial situation. The letter should include:

• the date your personal circumstances began and/or changed
• the nature of the change (such as sudden business closure or loss of a sponsor)
• how this change affected your ability to study (including inability to afford essential study materials or the need to take on emergency work), and
• when it became apparent that you couldn’t complete your unit requirements successfully.

Family violence or relationship breakdown

This applies if you have experienced a major change in your domestic circumstances, such as the sudden end of a long-term relationship or escaping an environment of family violence. In these sensitive situations, we aim to make the process as straightforward as possible.

Proof of the situation

You should provide one or more of the following documents that verify both the timing and the impact of your circumstances:

• A medical certificate: A certificate following consultations with a registered health practitioner that outlines the impact on your capacity to study.
• A professional letter of support: A letter from a specialised support service (such as a family violence hub or the Monash Safer Community Unit, a registered psychologist, a social worker, or a legal practitioner). This is often the most effective document as it can combine the event details with a professional assessment of your capacity to study.
• Police or court documentation: A police report, court record, or related official legal documentation that confirms the incident and timing.
• Official protective documentation: A copy of an Intervention Order (IVO), a safety notice, or a formal police report (including a case number and date).
• Verification of displacement: Evidence showing a sudden change in housing or a need to access emergency accommodation due to safety concerns.

If you need any support to get through your circumstances, Monash Counselling is here to assist you. If you are impacted by family violence, you can also contact the Monash Safer Community Unit for confidential assistance with safety, support and reporting options.

Victim of crime or unexpected trauma

You may apply for special circumstances if you have been the victim of a crime or have experienced a sudden, traumatic event that had a significant and unexpected impact on your studies.

Proof of the situation

Your evidence must verify that the event occurred and describe the impact on your academic capacity. We recommend providing the following:

• Official incident documentation: A formal police report, an incident statement, or a report from an emergency service (such as Ambulance Victoria or the MFB). This must include the date of the incident and an official reference or case number.
• A professional impact statement: A letter from a registered psychologist, trauma counsellor, or GP. This is particularly important if the primary impact is psychological, as it shows how the trauma prevented you from focusing on your studies, attending classes, or completing assessments.

The documentation should clearly state the:

• Event date: Confirmation that the incident occurred on or after the census date (or that the traumatic impact peaked after that date).
• Psychological, physical or legal impact: How the event disrupted your studies.

Acceptable medical documentation

Examples of acceptable evidence

Detailed GP statement

Specialist’s letter for physical Injury

Hospitalisation with supporting impact letter

Examples of unacceptable evidence

Statutory declarations

You can include a statutory declaration with your application, but only in addition to other supporting documents. Your statutory declaration should explain what your circumstances are, how they’ve affected your ability to complete your unit requirements successfully, and when it became clear that you couldn’t successfully complete your unit requirements.

A statutory declaration is a written statement that you sign and declare to be true and correct in the presence of an authorised witness. You can be charged with a criminal offence if the information is false. To find out more, including how to obtain one and who can witness it, visit the Victoria State Government web page.

Employment-related circumstances

If changes to your employment status or conditions have made you unable to complete the unit requirements, you can apply for special circumstances. You’ll need to provide evidence showing what has changed, when it changed, and how it affects your ability to complete the unit requirements.

You need to provide a letter from your employer on an official letterhead signed by your manager or a human resources representative. It should include the company’s contact details for verification. The letter must:

• state that the change was required by the employer, not a voluntary request you made
• explain what has changed in your employment circumstances (with an outline of previous and current/future work arrangements)
• state the reason for the change
• state when the change took effect
• state when the change was first communicated to you
• confirm that the changes are beyond your control, and
• state how the new circumstances prevent you from completing the unit requirements (e.g., increased hours or shift changes conflict with your study, or you’ve had to relocate unexpectedly, making campus attendance impractical).

Course-related circumstances

You can apply for special circumstances based on course-related reasons (e.g., Monash has changed or cancelled the unit or its delivery mode). In most cases, the evidence for these applications will come from the University staff (e.g. a delegate from the school or faculty or the Chief Examiner of the unit) or systems. You could provide:

• Official correspondence: Copies of emails or formal letters from your faculty, school, or Unit Coordinator notifying you of the change.
• A statement from your faculty: If the change isn't documented in a broad email, a letter from a relevant academic staff member (e.g., the Chief Examiner or a faculty delegate) confirming the disruption.

Your documentation should clearly identify the nature, timing, and significant impact of the change. It should also confirm the:

• nature of the change – clearly identify what was added or altered (e.g., a new hurdle requirement, a change in location, or a shift in dates)
• timing – evidence that the notification occurred after the census date
• impact – why this specific change made it impossible for you to complete the unit.

Example statement

A mandatory, full-time clinical placement for ABC123 was added to the schedule on 5 October (after the census date). This placement required 40 hours of attendance per week for four weeks. Because this was a last-minute addition not listed in the original unit handbook, it created an irreconcilable conflict with the student’s pre-existing mandatory work or caregiving commitments.

Other extreme circumstances

If you’ve experienced extreme circumstances that haven’t been covered on this page, such as a natural disaster, a serious accident, mandatory civic duties (such as jury service), or emergency military service, you’ll need to provide evidence that explains:

• what happened
• when it happened
• how it affected your ability to study and complete your unit requirements, and
• the duration of this impact.

Your evidence needs to include independent, verifiable documentation. We may contact you to ask for additional information.